SUBSTANTIAL AND FINAL COMPLETION - MAJOR PROJECTS

Transcription

1 Facilities Planning Policy & Procedure #13 TITLE OBJECTIVE AND PURPOSE RESPONSIBILITY SUBSTANTIAL AND FINAL COMPLETION - MAJOR PROJECTS To allow proper review by appropriate University departments and ensure the work (building) is sufficiently complete in accordance with the Contract Documents so the Owner can occupy or utilize the work for its intended use in a timely manner. ACTION - SUBSTANTIAL COMPLETION PROJECT MANAGER Based on A/E recommendation, complete State Fire Marshal s Office Request for Building Site Inspection Form located in FAU s Professional Services Guide dated April 2003, Exhibit 5. Transmit completed form to Facilities Planning Code Coordinator for processing. Coordinate with all appropriate A/E, CM/GC and FAU EH&S personnel to be in attendance for State Fire Marshal inspection. Walkie Talkies must be provided by CM/GC or Facilities Planning. Notify CM/GC to have all required NFPA forms and SFM approved Contract Documents on site for inspection date. Seven (7) days prior to the A/E scheduled substantial completion inspection date, schedule University personnel for the walk through inspection. Departments shall include EH&S, Physical Plant, IRM, and Engineering & Utilites. Schedule a separate walk thru with the ADA committee. ADA committee chair to fill out and sign ADA Committee Statement form (Attachment F ) for satisfaction and compliance with ADA code. Obtain all University personnel comments and SFM comments, transmit to A/E for inclusion in the A/E substantial completion punchlist. University personnel written comments due to the Facilities Planning Coordinator within three (3) working days from the walk through. Upon receipt of A/E substantial completion punchlist, distribute to EH&S, Physical Plant, Engineering & Utilities, and IRM. Review A/E (including University comments) substantial completion punchlist with the Directors of Environmental Health & Safety, Physical Plant and Information Resource Management (IRM). Obtain Director s, or designee, signature of approval on the attached Inter-Department Substantial Completion Form (Attachment A ). Obtain five (5) original Certificates of Substantial Completion Form and punchlist from the A/E Attach the following documents to the original Certificate of Substantial Completion Form. Fire Marshal approval letter for occupancy, letter from HRS as required, Inter-Departmental Substantial Completion Form (Attachment A ) and A/E, CM/GC Asbestos Confirmation Forms (Attachments D & E ). This package is then submitted to the Facilities Associate Director. ASSOCIATE DIRECTOR Initial all (5) original Certificates of Substantial Completion Forms adjacent to signature line. Issued By: Richman Date Issued: 4/2001 Date Revised: 6/2008 Effective Date: 4/2001 P\Policy\FP#13 Page 1 of 8

2 APPROVED: Vice President Assistant Vice President Director Initiate Florida Fire Insurance Trust Fund Coverage Request Form (Attachment C for reference). Review the Substantial Completion Package for completeness. Submit to the Director of Facilities Planning for final signature. DIRECTOR Sign all five (5) Certificates of Substantial Completion Forms and Florida Fire Insurance Trust Fund Coverage Request Form (Attachment C ) and transmit to Administrative Office Coordinator. ADMINISTRATIVE OFFICE COORDINATOR Transmit signed sets of Substantial Completion Package to FAU Office of the Controller, A/E, CM/GC, Physical Plant and project file. Transmit Florida Fire Insurance Trust Fund Coverage Request Form (Attachment C ) to the Director of OSUA. DIRECTOR OF OSUA Transmit Florida Fire Insurance Trust Fund Coverage Request Form (Attachment C ) to the FAU Assistant Controller and coordinate the information on the form as required. ACTION FINAL COMPLETION PROJECT MANAGER ASSOCIATE DIRECTOR Ensure completion of all punch list items and schedule a final inspection. Assure receipt of Contract Record Set and deliver a copy to the Archive Supervisor. Coordinate scheduling of GC/CM to provide training for University personnel in areas of operation and maintenance of equipment and control systems. Obtain (3) sets of operating manuals and warrantees from the CM/GC thru the A/E. Review manuals and warranties for completeness then transmit operating manuals and warrantees as follows: one (1) complete set to Facilities Planning Archive Supervisor and (2) complete sets to the Physical Plant Director. Obtain (5) original copies of both the A/E and CM/GC Certificate of Contract Completion Forms. Review and initial Final Completion Checklist (Attachment B ) and attach to Construction Managers Final Pay Request and forward to the Associate Director. Initial all (5) original Certificate of Contract Completion Forms adjacent to signature line and forward to Facilities Planning Director. Review and initial Final Completion Checklist (Attachment B ) and process Construction Managers Final Pay Request. DIRECTOR Sign all (5) A/E Certificates of Contract Completion Forms and forward to Facilities Administrative Office Coordinator. ADMINISTRATIVE OFFICE COORDINATOR Transmit signed sets of Certificate of Contract Completion Forms to FAU Office of the Controller, A/E, CM/GC, Physical Plant and project file. REFERENCE: FAU Project Manual Section E, Article 9.8 FAU Project Manual - pages 63,64,65 FAU Professional Services Guide Article 6.9 and 6.10 FAU Professional Services Guide - Exhibit 5, pages NFPA ATTACHMENTS: Inter-Department Substantial Completion Attachment A Final Completion Checklist Attachment B Florida Fire Insurance Trust Fund Coverage Request Form Attachment C FAU Environmental Health & Safety Asbestos Confirmation Form A/E Statement Attachment D FAU Environmental Health & Safety Asbestos Confirmation Form CM Statement Attachment E FAU Environmental Health & Safety Asbestos Confirmation Form-ADA Committee Statement- Attachment F P\Policy\FP#13 Page 2 of 8

3 INTER-DEPARTMENT SUBSTANTIAL COMPLETION PROJECT TITLE: PROJECT NO.: DATE: We concur with the Architect/Engineer s certification that the above referenced project is substantially complete and the Owner can occupy or utilize the work for it s intended use. INFORMATION RESOURCE MANAGEMENT: ENVIRONMENTAL HEALTH & SAFETY: PHYSICAL PLANT: Physical Plant from the date stipulated above, will be responsible for all building services and routine maintenance. Facilities Planning shall ensure that all substantial completion punch list items are completed and issue a Final Certificate of Completion. At contract completion, Physical Plant shall be responsible for enforcing all warranty items. ATTACHMENT A P\Policy\FP#13 Page 3 of 8

4 FINAL COMPLETION CHECKLIST (To be submitted with Construction Managers Request for Final Payment; Project Manager to check-off and sign) FAU Project Manager conducted final inspection walk-through and all punch list items completed A/E submitted 5 original signed Certificate of Contract Completion Forms available on FP website as Final Completion Form-AE CM submitted 5 original signed Certificate of Contract Completion Forms available on FP website as Final Completion Form-CM CM submitted 3 sets O&M manuals & warrantees and arranged for training of FAU staff FAU Project Manager sent one set of manuals and warrantees to the Facilities Planning Archive Supervisor FAU Project Manager sent the other two sets to Physical Plant director FAU Project Manager compiled Certificate of Contract Completion Forms into five neatly stapled packets, initialed each and forwarded to the Associate Director. FAU Associate Director initials each packet and forwards to Director Director signs all of the Certificate of Contract Completion Forms Administrative Office Coordinator received the five stapled packets and distributed to: FAU Physical Plant FAU Controller s Office A/E CM Project file under Closeout Other Items; Site storm drainage completion form submitted, HRS or DEP forms completed as required and placed in Project file. Final Payment Request Approved by A/E and received by Project Manager and submitted to Associate Director for disbursement after date of Final Completion. This form when completed, is attached to Final Payment Request. Signed: Project Manager Date Verified: Coordinator Date ATTACHMENT B P\Policy\FP#13 Page 4 of 8

5 DEPARTMENT OF FINANCIAL SERVICES DIVISION OF RISK MANAGEMENT COVERAGE REQUEST FORM AGENCY NAME: CERTIFICATE NO. : MAILING ADDRESS: ZIP CODE: CITY PROPERTY LOCATION BUILDING NAME: ADDRESS OR DIRECTIONS: STATE: YOUR BUILDING NO.: FLOOD ZONE CODE: CITY: COUNTY: LOCATION ZIP CODE: INSIDE CITY LIMITS? YES NO NUMBER OF STORIES IN BUILDING: RESPONDING FIRE DEPT. CITY COUNTY SELF NONE OTHER OCCUPANCY OFFICE STORAGE PENAL EDUCATIONAL RESIDENTIAL RECREATIONAL OTHER EXTERIOR WALLS FRAME MASONRY- HOLLOW W/BRICK VENEER CONCRETE BLOCK FRAME W/MASONRY VENEER MASONRY-SOLID MASONRY ON STEEL ALL METAL FRAME W/METAL COVERING OTHER SPRINKLER SYSTEM YES NO ROOF SUPPORTS FRAME POURED CONCRETE PRECAST CONCRETE OTHER AMOUNTS OF INSURANCE BUILDING: $ CONTENTS: $ TRAILER: $ RENTAL VALUE: $ OWNERSHIP REQUESTED BY INSTRUCTIONS Is this building owned by any Agency, Board or Bureau of the State of Florida? YES NO If yes, give the following: SQ. FT. CONSTRUCTION DATE: Telephone or SIGNATURE: Suncom #: TITLE: TRUST FUND USE ONLY DATE: BUILDING FIRE RATE: CONTENTS FIRE RATE: EC RATE: FIRE CREDIT SCH: EC CREDIT SCH: EC ZONE: INSURANCE EFFECTIVE DATE: TOWN CLASS: (CHAPTER 284 AND 287, F.S.) APPROVED BY: DI4-850 (Revised 6/05) ATTACHMENT C P\Policy\FP#13 Page 5 of 8

6 ENVIRONMENTAL HEALTH AND SAFETY Asbestos Confirmation Form ARCHITECT STATEMENT Architect Statement (Ref. 40 CFR a (7)) I have reviewed the specifications for the below named project, and to the best of my knowledge, no Asbestos Containing Materials were used in the design or construction of this project. Facility Name: Facility Address: Expected Occupancy Date:: Firm Name: Architect Name: Architect Signature: Signed & Sealed: ATTACHMENT D P\Policy\FP#13 Page 6 of 8

7 ENVIRONMENTAL HEALTH AND SAFETY Asbestos Confirmation Form CONTRACTOR STATEMENT Contractor Statement [Ref. 40 CFR a (7)] I have reviewed the specifications for the below named project, and to the best of my knowledge, no Asbestos Containing Materials were used in the project construction. Facility Name: Facility Address: Expected Occupancy Date: Firm Name: Contractor Name: Contractor Signature: Signed and Sealed: ATTACHMENT E P\Policy\FP#13 Page 7 of 8

8 Facilities Planning Department ADA COMMITTEE STATEMENT The ADA Committee has completed its substantial completion tour of the project and has found it in compliance with the ADA code. BT Project / Facility Name: BT Project Number: ADA Chairman Signature: Substantial Occupancy Tour Date: Comments: Contractor Name: Architect Name: Project Manager Name: ATTACHMENT F P\Policy\FP#13 Page 8 of 8